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Home My WebLink AboutPLSC 2008-09-11 Minutes.pdfDistrict of Maple Ridge and the City of Pitt Meadows MAPLE RIDGE and PITT MEADOWS PARKS & LEISURE SERVICES COMMISSION REGULAR MEETING The Minutes of the Regular Meeting of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission, held in the Meadows Room at the Pitt Meadows Municipal Hall, Pitt Meadows, British Columbia, on Thursday, September 11, 2008 at 7:00 pm. COMMISSIONERS PRESENT Commissioner Don Maclean Commissioner Dave Rempel Commissioner Ernie Daykin Commissioner Debra Eisel Commissioner Cheryl Ashlie Commissioner Deb Walters Commissioner Kathie Ward Commissioner Craig Speirs COMMISSION MEMBERS AT LARGE PRESENT Commissioner Neil Pukesh Commissioner Christine Smith, Chair Commissioner Geordie Craig Commissioner Jo Anne ten Brink Commissioner Ron Wright ABSENT /REGRETS Commissioner Gordy Robson Commissioner Ian Brown, Co-Chair STAFF MEMBERS PRESENT Mike Murray Lynn Marchand Kelly Swift City of Pitt Meadows, Mayor School District No. 42, Trustee District of Maple Ridge, Councillor City of Pitt Meadows, Councillor School District No. 42, Trustee, Board Chair City of Pitt Meadows, Councillor School District No. 42, Trustee District of Maple Ridge, Councillor Member at Large, Pitt Meadows Member at Large, Pitt Meadows Member at Large, Maple Ridge Member at Large, Maple Ridge Member at Large, Maple Ridge District of Maple Ridge, Mayor Member at Large, Maple Ridge GM, Community Development, Parks & Recreation Committee Clerk Director of Recreation There being a quorum present, the Chair called the meeting to order at 7: 00 p.m. 1. Adoption of the Agenda R08-62 It was moved and seconded That the Agenda for September 11, 2008 be adopted as presented CARRIED Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Minutes Page 1 of6 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, September 11, 2008 2. Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting R0S-63 It was moved and seconded That the Minutes of the Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting of July 10, 2008 be adopted CARRIED 3. Delegations/Presentations 3.1 Master Plan Consultants-Review of Timeline; Mr. Bernie Asbell Mike Murray gave a brief overview and introduced Bernie Asbell to the Commission. Mr. Asbell gave an overview of the process that will be involved with the Parks Master Plan and the proposed timeline. Mr. Asbell circulated a document titled "Maple Ridge and Pitt Meadows Parks, Recreation and Culture Master Plan". The Commission suggested that the telephone survey take place after the Federal Election on October 14, 2008 to alleviate the number of calls residents receive. Mr. Asbell left the meeting at 7:14 p.m. 3.2 BC Disability Games Chair -Ms. Anita Perler Anita Perler, Chair of the BC Disability Games, gave a PowerPoint presentation on the Games. Ms. Perler advised that over 600 participants from all over British Columbia will be attending and an equivalent number of volunteers will be required to host the Games. In January 2009 a volunteer rally will be hosted to recruit volunteers. The website is www.disabilitygames.ca Ms. Perler left the meeting at 7:25 p.m. 3.3 Maple Ridge and Pitt Meadows Arts Council -Mr. Roger Welch Roger Welch gave a PowerPoint presentation of the Maple Ridge and Pitt Meadows Arts Council which covered the following in detail: Page 2 of6 "' Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, September 11, 2008 • The Growth of Arts Service • MRPMAC Activity • Programs offered by type and by year • Rising Costs • Inadequate Subsidy • Comparison of Revenue Sources • The Maple Ridge Art Gallery • Revenue and Expenses • Customer Testimonials Mr. Welch advised that the recruitment of the new Executive Director is in place as Mr. Taylor has now resigned. Discussion amongst the Commission included • lack of visibility of the Art Gallery from the front of the Theatre • the possibility of showcasing high school and/or elementary art to instill a sense of pride in the students • comparison of other similar sized communities containing art galleries • difference between commercial art galleries and community art galleries • funding challenges for upkeep and the existence of reserve accounts to cover those costs • heightening of outreach programs to draw larger numbers to the building • possibility of art literacy program Mr. Welch left the meeting at 7:45 p.m. 4. Decision Items 4.1 Artist in Residence Contract Extension Shelley Jorde advised that the Maple Ridge and Pitt Meadows Arts Council is seeking a one-year extension to the current Artist in Residence term. Although extensions have been approved in the past this is first time that the Commission will consider extending the contract for a third consecutive one year term. R08-64 It was moved and seconded That the Parks and Leisure Services Commission approve the proposed arts program, and extend the contract for the Artist in Residence (Mr. Nigel Harvey) to October 31, 2009. CARRIED OPPOSED: Councillor Eisel Page 3 of6 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, September 11, 2008 Mr. Welch left the meeting at 8:05 pm 4.2 Ice Allocation Hours Kelly Swift gave a brief overview of ice allocation. A 2007 report indicated that the amount of time controlled/provided by the Commission is approximately 60% below what other communities control. Ms. Swift advised that the ice user groups voiced a concern that there is no mechanism in place to protect minor sport groups from a loss of ice time or increased rates if arena operators choose to make changes or reallocate time to higher paying renters. Ms. Swift circulated an amended copy of the "Ice Allocation Hours". The Commission discussed the following: • The sense of security of ice time to the user groups if a contract can be secured for the full required amount of ice time and rates • Importance of clarity of ice time; how it's allocated and to make the fees, charges and policies very clear • Lack of knowledge of what possible operators will charge at the time; possibility of increased rates and whether user groups would be prepared to pay an increase; typically 5% increase • Prime time and specific purchased hours; ice allocation policy; allocation of the ice based on the current ice allocation policies • Comparison of ice allocation to other communities • Timeline and how this year has been finalized; rate not finalized until confident operators have been secured • RFP forthcoming • Comparison of sports fields and ice charges • Amount of ice time that is subsidized R08-65 It was moved and seconded That staff be directed to negotiate a long-term fixed price contract to secure the amount of ice time required by local minor sports to maintain current service levels in Maple Ridge and Pitt Meadows That the recommendation be tabled to a future meeting CARRIED Page 4 of6 "' ) Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, September 11, 2008 5. Discussion Items 5.1 Review Random Sample Citizen Survey Questions Kelly Swift circulated the Sample Citizen Survey Questions to the Commission. The following was discussed: • Possibility of email survey • Time line and when the survey would be conducted • Relevance of asking income of household • Suggestions of better wording on trying to measure physical activity. 5.2 Maple Ridge Downtown Area Plan/Input -Park Site Additions -Verbal Update Bruce McLeod gave an overview of the Parks Area Plan and the 8 guiding principles. Mr. McLeod gave a PowerPoint presentation of the Parks and Conservation Areas and circulated a map of the Town Centre Area Plan. 5.3 Business Planning Meeting (Regular October meeting) -Verbal Update Mike Murray advised that business planning will be the focus at the next meeting. Mr. Murray indicated that there may be a need to look at some incremental packages, performances and activity. Numbers will not be available by next month to bring forward regarding the ice allocation. 5.4 November Commission Meeting (status: re election) -Verbal Update Mike Murray sought direction whether the November 13th, 2008 Parks & Leisure Commission meeting should be cancelled due to the Election scheduled for November 15th . The Commission agreed to leave it as scheduled for November 13th , 2008 at 7:00 p.m. for now. 6. Information Items 6.1 Second Quarter Statistic Report 6.2 Community Event Kit Trailer 6.3 Letter re NRT Sponsorship Program 6.4 Ridge Meadows Seniors Society Annual Report Page 5 of6 Maple Ridge and Pitt Meadows Parks & Leisure Services Commission Regular Meeting Minutes -Thursday, September 11, 2008 R0S-66 It was moved and seconded That the items be received 7. Commission Liaison Reports 8. Staff Liaison Reports CARRIED Ms. Swift advised that the Seahorses and Haney Neptunes are the two aquatic user groups. 9. Question Period Commissioner Craig Speirs provided details of a new festival, "Breastfest" taking place on Sunday, September 14th in Memorial Peace Park. Commissioner Ron Wright updated the Commission on the development of the track at MRSS and how diversion of foot traffic is being examined. 10. Motion to Move into Closed Session R0S-67 It was moved and seconded That the Parks and Leisure Services Commission move into a Closed Meeting pursuant to s. 242 (c) personal information about an identifiable individual who is being considered for a municipal award or honour, or who has offered to provide a gift to the municipality on condition of anonymity CARRIED Adjournment -9:25 p.m. Cha irperson /Im Page 6 of6